Administrative Operations Manager

hace 1 semana


San José, San José, Costa Rica Gensler A tiempo completo

At Gensler, we are committed to delivering best-in-class design while also enjoying life. This is a fantastic opportunity to join our team as an Administrative Operations Manager and play a key role in bringing designs to life.

Key Responsibilities:

  • Assist Studio Directors with administrative aspects of projects, including proposals, contracts, meeting notes, and project filing.
  • Coordinate travel, timesheets, and expense report logistics.
  • Assist with collection of time sheets, manual timecards, and vacations forms as needed.
  • Set up and maintain files for all projects and office documentation.
  • Assist Design Managers with staffing and update staffing reports.
  • Evaluate electronic filing standards for the studio.
  • Organize internal and external meetings.
  • Arrange conference calls and meetings.
  • Making travel arrangements for all studio members via our travel agency, ensuring travel forms are completed and invoices signed off in a timely manner, including confirming that HR have the individuals on Gensler's travel insurance policy.
  • Collaborate with marketing on qualifications packages and RFPs as necessary.
  • Other administrative duties as required.
  • Work with operations leaders to maintain studio metrics, such as AR, productivity, and held time.
  • Coordinate employee engagement activities and promote studio culture (studio meetings, additional activities coordinate with facilities).
  • Distribute and create the monthly studio newsletter.
  • Support offices services teams in critical client events.
  • Coordinate communication between studios and shared services teams.

Requirements:

  • Bachelor's degree in Business Administration, Human Resources, or a related field.
  • Minimum two years' experience in administration.
  • 100% bilingual English/Spanish, strong written, and excellent verbal communication skills.
  • Proficient in MS Office (Word, Excel, Outlook), with experience in InDesign a plus.
  • Self-motivated and able to work under tight deadlines.
  • Extreme attention to detail and ability to multitask and prioritize required.
  • Experience handling sensitive material with discretion and confidentiality.
  • Proactive in identifying studio needs to improve processes.
  • Experience with online collaborative whiteboard platforms a plus.

Compensation:

The estimated salary range for this position is $55,000 - $65,000 per year, depending on location and experience.

Benefits:

  • We encourage a healthy and balanced life at Gensler.
  • Comprehensive benefits include subsidized health and life insurance, profit sharing, annual bonus, LinkedIn learning, holiday observance, additional PTO days every 5 years, and employee assistance programs.
  • As part of our commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees.
  • Tuition reimbursement for eligible programs or classes.


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